Getting More Out of the Tools You Already Pay For
Key takeaways:
Real progress comes not from adopting new tools, but from configuring and extending the platforms you already pay for.
When organizations say they need a new tool, what they usually need is a better understanding of the one they already have.
Replacing a core platform feels like progress, but the hidden costs of migration, retraining, and failed adoption often outweigh the benefits.
Estimated reading time: ~4 minutes
The Tell
One of the most common things we hear from teams is simple and confident statement about one of their tools:
“We need to replace our CRM.”
It’s not always the CRM. Sometimes it’s an ERP, or a project management tool, a database, or an e‑commerce platform. The tool is different from case to case, but the pattern remains the same.
For us, that statement is usually a red flag.
It’s not that tools never need to be replaced – they do, occasionally. The reason it's a red flag to us is because the statement “we need to replace X” is often shorthand for something else: general frustration with the tool.
This post is about how to get more out of your existing technology stack before you discard it and start over.
The Run-towards-Rewrite Problem
When a client tells us they want to replace a core system, our first reaction is the same one we have when someone says a software product needs a ground‑up rewrite.
Why? What’s actually broken?
Most of the time, the tool itself isn’t failing. The problem is that the team is barely scratching the surface of what it can do.
In today’s SaaS landscape, competition is brutal, which means that even entry‑level plans on most SaaS platforms ship with an impressive set of features. CRMs, databases, and workflow tools are far more capable than most teams realize.
The real question usually isn’t: Is this tool bad?
Rather, the real question is: Are we really using this tool well?
The Hidden Cost of Switching Tools
Replacing a platform doesn’t just mean getting a new login somewhere else. It means:
Engaging in a costly migration process
Destroying existing institutional knowledge
Retraining your entire team
Betting that adoption will actually happen this time
That last point matters more than most people admit.
A tool that is technically “better” but poorly utilized is worse than a tool that’s slightly imperfect but deeply understood and highly utilized. If your team already knows even a little bit about how to navigate a platform, exposing more of its capabilities is often far easier than teaching everyone something new from scratch.
We’ve seen teams go from hating a tool to liking it simply by discovering and using features that were already there.
How We Approach Tools
Whether it’s for our own operations or a client’s ecosystem, our approach is the same. We get hands‑on: we open every menu, explore every setting, test every option.
Then we go one step further and ask: What else can this tool do if we extend it?
That might mean:
Custom configuration
CSS or UI tweaks
API integrations to extend the tool’s reach
Low‑code or no‑code automation to optimize how it works
The tool doesn’t stop at its preferences screen.
Learning the Tool Is a Must
First, ask yourself if anyone in the organization has mastered the tool…honestly. Most platforms make it easier than ever to learn, if you’re willing to invest the time. Most tools provide access to the following resources:
Product Documentation
Help Center / Community Forums
Tutorial videos
Webinars
Real‑world examples from other users
Everyone learns differently. For us, nothing beats using the tool directly and breaking things in a safe environment – which is why free trials are so valuable. Dig in and experiment, so you can see what’s possible before making a permanent decision. Ask your tool’s sales rep for some hands-on help. Explore every nook and cranny - you’ll add value to your project – while putting yourself on the map.
The Takeaway
Replacing a tool is sometimes the right move, but more often than not, the better move is to take a beat, dig deeper, and fully understand what you already have.
You might be surprised how much value is sitting there, unused – and how much money, time, and frustration you can save by not starting over.
In future posts, we’ll explore a few real-world scenarios that illustrate how we help companies like yours.